INFORMATIONAL REPORT TO COUNCIL
SUBJECT
Title
Informational Report Regarding Bi-Annual Project Status Report of the GIS Services Program
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City has made significant progress in establishing an enterprise GIS program. On October 29, 2019, Arini Geographics was awarded a contract for Enterprise GIS Consulting Services. The contract was awarded as a three-year professional services agreement for the initial term of the contract, with an additional two-year term. We are now starting year one of the two-year term. Council has requested a bi-annual project status report of GIS services. This is the sixth report.
DISCUSSION
With location a common attribute across numerous city services and assets, the City’s Enterprise GIS Program is a framework of people, process and technology enabling geospatial and asset information across departments managed in a single system. Integrating this information and making it available to staff and the public enables operational effectiveness, data driven decision making, cross departmental and regional coordination, citizen engagement and transparency.
Efforts are focused on (1) projects and (2) day-to-day operations as below.
Projects - Accomplishments during this reporting timeframe are:
|
Project |
Current Reporting Period |
Next Reporting Period |
|
Streets and Intersections Inventory |
ü Completed |
|
|
City-owned Parking Lots Inventory |
ü Completed |
|
|
Citywide Desktop GIS Upgrade |
ü Completed |
|
|
Parks & Recreation Assets Update |
ü Completed |
|
|
DPW EAM Integrations: Traffic signs, city trees, storm drain |
ü Completed |
|
|
Stadium Common Operational Picture Upgrade |
In Progress* |
Completion Planned |
|
Sewer Video Inspection Integration |
In Progress* |
Completion Planned |
|
Parcel Document Access via infoMap |
Initiate |
|
|
GIS-Based Pipeline Map Books |
Initiate |
|
|
Enterprise GIS Governance & Stakeholder Engagement |
Initiate |
|
*Continued from the last period
• Streets and Intersections Inventory: Completed GIS Inventory of City Streets and Intersections, providing the Department of Public Works with comprehensive representation of the actual surface of 846 City streets and 1519 intersections, including specific attributes such as speed limit, surface, classification, and number of lanes. As part of a separate effort, this dataset will be integrated with the City’s enterprise asset management (EAM) enabling the tracking of work orders to the actual assets. The accumulation of such geographically enabled data over time constitutes the basis for data-driven decision-making on preventative maintenance and proactive service. (Refer to Figure 1)
• City-owned Parking Lots Inventory: Completed an inventory of 92 active City-owned Parking Lots offering 7,607 parking spaces, totaling 3,456,416 square feet, including specific attributes such as the parking lot name, status, and the number of ADA parking spaces. When integrated into the City EAM, this dataset will constitute the basis of more effective maintenance through work order tracking and analysis. (Refer to Figure 1)
Figure 1: Intersections (Pink), Streets (Green), Parking Lots (Yellow)
• Citywide Desktop GIS Upgrade: Completed the upgrade of the desktop GIS applications, ensuring better GIS software and data usage accountability. This allows City staff to design and run location-based queries and analyses, as well as create and share their own maps and visualizations. In addition, we have expanded utilization of infoMap citywide. The infoMap web application provides easy access to GIS capabilities that saves staff time. The upgrades, along with continuous GIS training uplifts the skill level of city staff, who use modern tools to make data-driven decisions.
• Parks & Recreation Assets Update: Completed the mapping of Parks & Recreation facilities added to the city since the initial inventory of City parks and recreation assets (Kitchell Report, 2018). As a subsequent effort, this dataset is ready to be integrated with the City’s enterprise asset management (EAM) system based on department resources and budget. Digital models of city parks, down to each bench and trash constitute the basis of preventative maintenance and helping inform capital investment decisions.
• DPW EAM Integrations: As reported previously, integration with the EAM for DPW assets such as traffic signs, city trees, storm drain has successfully completed. Based on the successful completion of above-mentioned assets, additional assets such as City streets, intersections and parking lots are cataloged and completed by GIS and await to be integrated with EAM as budgets and resources are prioritized.
Planned activities over the next six months:
• Complete the upgrade to the Common Operational Picture providing live situational awareness to public safety activities related to events at the Levi’s Stadium. This effort started in August 2021 to align with enterprise GIS technology upgrades completed last year and will continue to completion through the 2022 - 2023 NFL Season.
• Sewer Video Inspection System Integration (itPipes) to identify and locate areas of improvement and help plan and execute informed preventative maintenance. By adding maps and data to the mobile pipeline inspection management system, the Department of Water and Sewer can track progress of the inspections and proactively locate areas of improvement, helping to plan and execute informed preventative maintenance. Staff is currently upgrading the itPipes application and enhancing the GIS integration.
• Parcel Document access via infoMap to enable quick location-based access to documents related to City current and historical parcels through infoMap leading to significant City staff productivity gains and better customer service.
• GIS-Based Pipeline Map Books to improve the timeliness, quality and upkeep of GIS data and pipeline utility network models and asset inventories, managed by the Department of Public Works (DPW) and Water & Sewer Department (WSD). Currently the map books are updated manually. This effort would establish an improved GIS-based production of printed map books used by field crews to maintain assets or construct new ones.
• Enterprise GIS Governance & Stakeholder Engagement, comprising meetings with key stakeholders aimed at advancing the location-based organization of departmental and citywide information and processes, for increasing business effectiveness, and the quality of service to residents and visitors.
Day-to-Day Operations
The City’s Enterprise Geospatial Repository (EGR) serves as the system of record supporting numerous City activities by supplying high-confidence location-based information in many areas of the City business: public safety, utilities operations, community development, parks maintenance, capital investments, and public outreach. For example, whether in the Fire Department, the Police Department, the Water and Sewer Department, or the Streets and Automotive Division of the Public Works Department, first responders and field workers arrive quicker and with proper equipment at the correct address. City services run smoother, and significantly more productive, when they can quickly and confidently access the information, they need daily in its geographic context. From the permits counter to the 911 dispatch center, the city operates faster and smarter, and the citizens are better served.
Statistics and information related to Enterprise GIS activities can be found in the infographic (Attachment 1), indicating City Basemap updates since October 16, 2021, records count in the Enterprise Geospatial Repository (EGR) by department, as well as infoMap usage statistics by functionality.
City Enterprise GIS Basemap - specialized mapping system keeping track of the City’s foundational map layers (addresses, streets, parcels, ownership, general plan and zoning designations, multiyear aerial imagery - see illustration below) and key-related attributes. From May 16,2022 through October 31, 2022, there have been 264 site address updates, 623 land parcel updates and 63 new land parcels created, and 306 air parcel updates. An near real-time Operations Dashboard <https://egis.santaclaraca.gov/portal/apps/opsdashboard/index.html>, which offers a visualization of edits done to the City Enterprise Basemap, is available internally to City staff. Currently, the Enterprise GIS manages 275 - and growing! - diverse layers of geospatial and attribute information, covering the City (with some extending beyond the City borders) and serving most of the City's business functions, on a daily basis, from smart community development to preventative asset maintenance, from effective public safety to environmental compliance and sustainability.
Quality assurance and critical data updates are continually being performed in several areas:
• MapSantaClara: A web-based application providing tailored access and reporting functionality to the public (<https://map.santaclaraca.gov>). The app received over 20,000 visits over the current reporting period.
• Open Data Geospatial Portal: A web-based repository providing access to GIS data without the need to request such information, saving City staff time -(<https://map.santaclaraca.gov/data>).
• Story Maps: Specialized web-based GIS interactive maps that facilitate information dissemination and increase the level of service to the public, including Development Projects (<http://santaclaraca.gov/devprojects>) and Live Traffic Cameras ( (<http://santaclaraca.gov/trafficcam>).
• Public Safety: Various GIS integrations and dedicated datasets are in place supporting the Police and Fire Departments, and are being maintained with regularity, including maps for the Computer Aided Dispatch (CAD) system and police mobile data computers (MDCs).
• Enterprise Permitting: Supporting the new Enterprise Permit Management System, providing GIS live location validation for new and over 500,000 existing permit records. Functionality includes various ways of searching and mapping sites of interest, optimal routing for inspections, and an easy way to review historical records for properties and addresses through infoMap 3.1.
• Enterprise Asset Management (EAM): This is a key focus area enabling more effective management of City's assets to improve their utilization and performance, reduce capital and operational costs, and improve quality of service. GIS is an integral part of the EAM Program as the system of record for all assets tracked.
• Regional GIS Collaboration and Coordination: Collaboration with neighboring cities, the County of Santa Clara, and other government agencies to ensure regional timely and quality data acquisition and sharing. Through an ongoing agreement, the City receives fresh annual high-resolution aerial imagery, which is the foundational GIS layer for the City Basemap. A separate effort seeks standardization of GIS data layers for emergency response, including NextGen 911 implementation.
• Steady State GIS: Fulfilled numerous requests from departments, including the Council Districts boundary update; printable wall maps of Police Beats to aid new officers during their training, orientation, operations, and reporting; analysis and map of available undeveloped City-owned properties North of US 101; map of citywide permitted accessory dwelling units; geospatial and property ownership data request to aid the Housing Element Update program; and General Plan Amendment updates.
ENVIRONMENTAL REVIEW
This is an informational report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.
FISCAL IMPACT
There is no cost to the City associated with this report other than administrative time and expense.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Note and file the Informational Report regarding the Bi-annual Project Status Report of the GIS Services Program.
Staff
Reviewed by: Gaurav Garg, Director of Information Technology/CIO
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Infographic - Enterprise Geospatial Program Activity